Privacy Policy
We are committed to safeguarding the privacy of our website visitors. This privacy policy (“Privacy Policy”) sets out how we, Rugby School Hanoi and/or our subsidiaries, affiliates, associated companies and jointly controlled entities, (collectively, “Rugby School Hanoi” or “we”) will treat your Personal Data.
1. Definitions
In this Privacy Policy, the following words and expressions shall have the following meanings:
“Process” means activities impacting personal data, including one or more of the following: collection, analysis, summary, encryption, decryption, modification, deletion, destruction, de-identification, provision, disclosure, transfer of personal data, and other activities impacting personal data. The word forms “Process”, “Processing” and “Processed” shall be construed accordingly.
“Basic Personal Data” including:
a) Surname, middle name, and given name at birth; other names (if any);
b) Date of birth; date of death or missing;
c) Gender;
d) Place of birth; place of birth registration; place of permanent residence registration; place of temporary residence registration; current place of residence; hometown; contact address;
e) Nationality;
f) Images of the individual;
g) Phone number; personal identification number; passport number; driver’s license number; vehicle registration plate number;
h) Marital status;
i) Information on family relationships (parents, children, spouse);
j) Information on the individual’s digital accounts;
k) Other information associated with a specific individual or capable of identifying a specific individual, other than Sensitive Personal Data.
“Sensitive Personal Data” including, but is not limited to:
a) Location data of individuals determined through positioning services;
b) Login names and passwords for access to individuals’ electronic identification accounts; images of citizen identity cards (or equivalent identity cards);
c) Data monitoring behaviour and activities related to the use of telecommunication services, social networks, online communication services, and other services in cyberspace;
d) Other personal data that are required by law to be kept confidential or to which strict confidentiality measures must be applied.
2. What information do we collect?
We may collect, store, use and Process the following kinds of your Personal Data including Basic Personal Data and Sensitive Personal Data with your consent for the Purpose set out in Section 5 of this Privacy Policy, including but not limited to:
a) Information about your computer and about your visits to and use of this website, such as your IP address, geographical location, device, internet browser and operating system, how you got to the site, time, day and length of visit and which pages you click on.
b) Information that you provide us with for the purposes of registering with us – see requesting a prospectus at Section 6 below;
c) Information that you provide us with for the purpose of subscribing to our website services and email notifications; and
d) Any other information that you choose to send to us.
3. Collection of Personal Data
3.1 We may collect your Personal Data in the following ways:
a) When you decide to provide your Personal Data to us, including but not limited to when you (i) complete any registration form (or equivalent forms) in this website, (ii) furnish supporting documents or information so that we can support you better, (iii) contact us through our various support channels (such as chat, messages, emails and/or call recordings);
b) Passively collecting your Personal Data that may be captured through your interaction with us in this website;
c) Automatically collecting your Personal Data such as the type of browser you are using, the address of the website from which your visit originated, the operating system you are using, the domain name of your internet service provider, the pages you visit on the website and the duration of your visit; and/or
d) Collecting though the use of cookies as set forth in Section 4 of this Privacy Policy.
3.2 Personal Data of Children
In certain circumstances, we may collect, use and Process the Personal Data of children for the Purpose. Please ensure that you are legally authorized under the prevailing laws to provide the Personal Data of children. If you are not legally authorized to provide the Personal Data of children, please do not provide such Personal Data to us, or notify us via email if you have provided it in a manner not compliant with prevailing laws.
Any Processing of Personal Data of children for the purpose of publishing or disclosing information relating to the private life or personal secrets of a child aged seven (7) years or older must be carried out with the consent of both the child and the legal representative of the child, in accordance with applicable laws. Where the information provided to us constitutes information relating to the private life or personal secrets of a child, please ensure that such information is accompanied by the consent of the child, in addition to any other consent required by law.
3.3 Sensitive Personal Data
Some Personal Data we collect may be sensitive in nature in certain jurisdictions. This may include your national ID information, religious beliefs, background information (including financial and criminal records, where legally permissible), health data, disability, marital status, location and biometric data, as applicable. We collect Sensitive Personal Data only with your consent and/or in strict compliance with applicable laws. In the event that you are required to furnish any documentation or information to us for any Purpose which may contain such Sensitive Personal Data (which is not required for that Purpose), you agree to redact such Sensitive Personal Data before providing such documentation or information to us.
4. Cookies
We use cookies on this website. A cookie is a text file sent by a web server to a web browser, and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We may send a cookie which may be stored by your browser on your computer’s hard drive. We may use the information we obtain from the cookie in the administration of this website, to improve the website’s usability and for marketing purposes. We may also use that information to recognise your computer when you visit our website, and to personalise our website for you. You have the right to choose to disable, block or deactivate cookies. If you choose to refuse our cookies, you may not be able to use all the website elements. You may adjust your internet browser settings to disable, block or deactivate cookies, delete your browsing history or clear the cache from your internet browser.
We may use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: https://www.google.com/privacypolicy.html.
5. Using your Personal Data
Personal data submitted on this website will be used and Processed for the purposes specified in this Privacy Policy or in relevant parts of the website – see About/Policies for the School’s Data Protection Policy, Privacy Notices for Parents and Guardians and Students and use of images – Images Policy.
We may use your Personal Data for, including but not limited to, the following purposes (“Purpose”):
a) To administer the website;
b) To improve your browsing experience by personalising the website;
c) To enable your use of the services available on the website;
d) To send you general (non-marketing) commercial communications;
e) To send you email notifications you have specifically requested;
f) To send you communications relating to the Admissions process which we think may be of interest to you by post, or, where you have specifically agreed to this, by email or similar technology – you can inform us at any time if you no longer require these communications to be sent by emailing us at admissions@rugbyschoolhanoi.com
g) To provide third parties with statistical information about our users – but this information will not be used to identify any individual user;
h) To deal with enquiries or complaints made by or about you relating to the website;
i) To comply with court orders or other legal, governmental or regulatory requirements;
j) To enforce other agreements;
k) To enforce or protect our rights, interests or properties in the event of a claim, investigations, complaints or dispute in any jurisdiction;
l) As otherwise required or permitted by prevailing laws.
We will not, without your express consent, provide your Personal Data to any third parties for the purpose of direct marketing.
6. Requesting a prospectus
The Admissions section on this website offers the option to request a prospectus.
This service is provided to enable you to request us to either email you a PDF copy or send a hard copy via the postal system.
If you choose to use this service, then you agree to the collection and use of the information provided in relation with this Privacy Policy. The Personal Information we collect will only be used to enable us to send you the information requested and to follow up your enquiry. We will not use or share this information with anyone except as described in this Privacy Policy.
7. Information collection and use when requesting a prospectus
In order for you to use this service, we will require you to provide us with certain personally identifiable information, including but not limited to your name, postal address, email address and phone number. In addition, to help us to send you the appropriate information, we also ask for your child’s name, gender, date of birth and current school. All the information we collect will only be used in relation to contacting or identifying you and providing the service at your request.
8. Other disclosures
In addition to the disclosures reasonably necessary for the Purpose, we may disclose information about you:
a) To third-party companies and individuals, service providers, who facilitate our website; host the website on our behalf and who assist us in analysing how our website is used. They are obliged not to disclose or use the information for any other purpose;
b) To the extent that we are required to do so by prevailing laws;
c) In connection with any legal proceedings or prospective legal proceedings; and
d) In order to establish, exercise or defend our legal rights, including providing information to others for the purposes of fraud prevention and reducing credit risk.
e) In connection with any acquisitions, sales, mergers, joint ventures, consolidation, restructuring, financing or any other type of business transactions. Your Personal Data will however remain subject to our obligations made in any pre-existing Privacy Policy that you have agreed to.
9. Retention of Personal Data
We retain your Personal Data for the period necessary to fulfil the Purpose outlined in this Privacy Notice unless a longer retention period is required or allowed by law. Retention periods differ depending on things like the nature of the data, why it is collected and Processed, and relevant legal or business needs.
Once your Personal Data is no longer necessary for the Purpose, we take steps to erase, destroy, anonymise or prevent access or use except where needed for legal compliance, safety, security, fraud prevention and detection, in line with prevailing laws.
10. Cross-border Personal Data transmission
Your Personal Data may be transmitted from your current location to another jurisdiction for various reasons such as centralised data processing and storage, regional back-office operations and support and service delivery.
We ensure these transmitted comply with applicable laws and regulations. This includes having a lawful basis for transfer, conducting impact assessments and putting appropriate technical and organizational safeguards to ensure an adequate level of protection for your Personal Data. Our lawful basis will be either consent (obtained at the time you provide your Personal Data) or one of the safeguards permissible by prevailing laws.
11. Security
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure servers. The Rugby School Hanoi website is hosted in Singapore, via the DigitalOcean data centre.
Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. By giving your consent to this Privacy Policy, you acknowledge that some risk remains with any Personal Data sent or transferred online.
We will not ask you for your password.
12. Links to other sites
Our site contains links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. We do not endorse or make any representations about any third-party websites that may be accessible through this website. Therefore, we strongly advise you to review the privacy policy of these websites. The Personal Data you choose to give in the third-party websites is covered by their privacy policies, not this Privacy Policy. We have no control over, and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
13. Your rights and obligations relating to the privacy of your Personal Data
13.1 You have the right:
a) To be informed of the personal data Processing;
b) To consent, refuse, or request withdrawal of consent to the personal data Processing;
c) To view, modify, or request modification of your personal data;
d) To request provision, deletion, and restriction of personal data Processing; to object to personal data Processing;
e) To complain, denounce, initiate lawsuits, or claim damages according to the law;
f) To request competent authorities or agencies, organizations, or individuals relevant to personal data processing to adopt solutions and measures to protect your personal data according to the law;
g) Other rights as provided under this Privacy Policy and prevailing laws.
13.2 You are obliged:
a) To protect your personal data;
b) To adequately and accurately provide your personal data according to the law, contracts, or upon their consent to the Processing of your personal data;
c) To comply with personal data protection laws and participate in the prevention and combat against personal data infringement;
d) Not to provide any personal data relating to children that you are not authorized to provide under prevailing laws;
e) To promptly notify us when you find that you do not have the authority to provide Personal Data that you have provided to us;
f) Other obligations as provided under this Privacy Policy and prevailing laws.
14. Changes to our Privacy Policy
We may update our Privacy Policy from time to time, and we advise you to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page which will become effective immediately.
15. Contact Us
If you have any questions or suggestions about our Privacy Policy or our treatment of your personal data, please write to us by email at informationsecurityofficer@rugbyschoolhanoi.com or by post to the Information Security Officer, Rugby School Hanoi, Lot I.C.35, Ciputra (Nam Thang Long Urban Area), Phu Thuong Ward, Hanoi City, Vietnam
Please Note:
Privacy Protection
The information you provide on this online registration form will only be processed for the purpose for which it has been given and it will be held on a database. This will allow us to send you other related information in the future. We do not sell, trade or offer this information to others and will primarily use the information to process your application to have your child admitted to Rugby School Hanoi. This may be shared with third party consultants for this purpose only. We may also use your email address to inform you about Admissions opportunities that may be of interest.
The School’s Data Protection Policy can be requested from the Information Security Officer at informationsecurityofficer@rugbyschoolhanoi.com or on (024) 4455 6866 for queries about how your data is used. If you do not wish to receive any further information from Rugby School Hanoi via email, please email admissions@rugbyschoolhanoi.com
March 2026